Three methods of optimizing office space utilization

The cost of renting office space in big cities such as New York, London, and Hong Kong is trending upwards. Organizations are continuously researching avenues to make optimal use of the available workspace to reduce the escalating overhead costs. Some companies even allow their employees to work from home by connecting to the corporate VPN. Organizations that need to have their employee report to work in person have to find innovative means of making the most of their available space because renting additional office space is not a viable option from the financial perspective. This article proffers three strategies an organization can implement to make the most of the available office space.


Sharing of Desk: Designating a desk to more than one employee is an excellent way of managing workspace. The art of desk sharing is efficient in a scenario where the staff works in shifts or part-time. Although this may not be desirable in every scenario, it is a welcome development for staff that works as teams. Moreover, staff whose work designation is at multiple locations in an organization will be able to share a desk conveniently because such staff is not on seat always. However, the deskmates should have a common understanding and communicate consistently to use the same desk without conflict.


Use Every Available Space: It may come as a surprise the number of locked up empty spaces in an organization when an inventory of the available space is made. The organization will not be in shortage of space if these rooms are in use. If you have a couple of empty rooms in your office, your organization can offset the cost of renting by subletting the space if the lease agreement permits. Otherwise, your organization can make use of room scheduling software that automatically notifies your staff about the availability of a room so they could book them for meetings by time slots.

An organization can downsize to reduce the cost of renting a larger space. However, when the challenge is related to the optimal use of available space, scheduling software and meeting room displays can help you out. The systems enhance the booking of your available space and help the guest locate their meeting rooms with ease.


Cut down the use of Paper: With the continued advancements in technology, it is obvious that the use of paper will one day become obsolete. Besides the damages done to the ecosystem through deforestation to create pulp paper, the hardcopy documents occupy more space than electronic copies. Therefore, running a paperless company allows you to negate the use of bulky file cabinets and document archive rooms in your office.

Although the procedure of migrating to a paperless office system is a bit complicated because it required the cooperation of suppliers, customers and other parties that relate to the organization. The migration will eventually happen. For now, your organization can migrate the paper printouts within the organization to digital systems. It will help cut down on overhead expenses as well as save valuable space.